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Managing Digital Content
Over Time
Sarah Grimm, WHS
Emily Pfotenhauer, WiLS
Slides and handouts:
recollectionwisconsin.org/waal2013
Supported by WHRAB
Managing Digital Content
Over Time:
Identifying Content
Supported by WHRAB
DPOE Mission
The mission of the Digital Preservation
Outreach and Education (DPOE)
program of the Library of Congress
is to encourage individuals
and organizations to actively
preserve their digital content, building
on a collaborative network of instructors,
contributors, and institutional partners.
Six Training Modules
 Identify - what digital content do you have?
 Select - what portion of that content will be
preserved?
 Store - how should your content be stored
for the long term?
 Protect - what steps are needed to protect
your digital content?
 Manage - what provisions are needed for
long-term management?
 Provide - how should your content be made
available over time?
What is Digital Content?
 Digital content is any content that is
published or distributed in a digital
form, including text, data, sound
recordings , photographs and images,
motion pictures, and software.
◦ Digital materials created from analog
sources
◦ Born-digital content
 Digital materials you currently have or
create – or expect to have – that you
want to preserve.
What’s the Problem?
 Increasing amounts of digital assets
are arriving on our doorstep
 The digital assets arrive in all formats
and on all formats
 Time sensitive - the longer we wait or
the longer our donors wait the
increased chance that something will
be unreadable
Digital Reality in 2013
 Everyone is
◦ creating digital content
◦ distributing digital content
◦ using digital content
 And we are responsible for
managing digital content now or
expecting to in the near future
What are the Challenges?
Who takes the lead?
What can I do?
Where do I start?
The impediments
Too complex (I don’t understand...)
Too daunting (I don’t have time...)
Too technical, etc. (Computers scare me...)
What Could Possibly Go Wrong?
Digital Preservation
Digital preservation combines policies,
strategies and actions to ensure
access to reformatted and born digital
content regardless of the challenges of
media failure and technological change.
The goal of digital preservation is the
accurate rendering of authenticated
content over time.
Working group on Defining Digital Preservation, ALA Annual Conference, 6/24/2007
Why Do We Identify Content?
 Not all digital content can or should be
preserved
 Preservation requires an explicit
commitment of resources
 Good preservation decisions are based
on an understanding of the possible
content to be preserved
First Steps
• Identifying content is a first step to planning
for current and future preservation needs
• Ask: what content
do I have,
will I have,
might I have,
must I have?
An inventory is the best way to identify what
content you have now – and raise awareness
in your institution.
Does your institution have
an inventory of your
digital content?
If not, do you need permission
to begin an inventory project?
Inventory Considerations
 Inventory content more important than style
and format
 Inventory results should be:
◦ Documented: an inventory should
actually exist
◦ Usable: use a simple format to sort, list,
etc.
◦ Available: accessible to others
◦ Scalable: content will be added during
Select
◦ Current: update periodically
Inventory Tips
 Don’t let implementing the software
become the focus.
 Use software you know and have
available
 Stick with a single format; don't
change once you've decided on it.
 Be consistent, comprehensive, and
concise
How Much Detail to Include
 Inventories can be general to detailed
 Determine appropriate level of detail for you
 Factors in determining level of detail:
◦ Extent of content to be inventoried
◦ Nature & location of content
◦ Resources available to complete
inventory
◦ Timeframe & deadlines for completion
What Do You Have?
 Identify collections of digital materials.
 Provide a brief title and description
 Estimate growth over time ***
Who Manages It?
 Department – currently managing the
collection/digital content
 Staff – primary people responsible
 Creator (Internal or External) – who
created the digital content
What does it consist of?
 Medium (6cds, 1 hard drive)
 Extent = Format + Amount
(600 .pdfs, 30 .doc)
 File Size – (MB, GB, TB)
http://www.csgnetwork.com/memconv.html
Date Considerations
Inventories should note:
• Date of inventory and updates to it
• Dates associated with the content
(18721901)
• Date of files – created or modified (2009)
• Date received – if relevant / possible (2010)
Content Location
Locations of content are important :
• List primary locations (Network drive
location, Storage device, Bob’s shelf
• List locations of all backups/copies (CDs
in the storage room, weekly backup
tapes)
Remember to change locations as content
moves
Analyze the Results
When the inventory is complete, ask
yourselves what digital content
◦ do we have that we didn’t know about?
◦ should we be keeping that we aren’t
now?
◦ will we create or likely acquire in the
future?
◦ are we required to keep?
◦ do we need to review?
Goals
 Identify potential digital content you
may need to preserve
 Treat the inventory as a management
tool that grows as your preservation
program grows
 Use it as a planning tool – e.g., to
prepare staff, training, annual growth
 Use as a basis for acquiring
content, defining submission
agreements, plans
Managing Digital Content
Over Time:
Selecting Content to
Preserve
Supported by WHRAB
Six Training Modules
 Identify - what digital content do you have?
 Select - what portion of that content
will be preserved?
 Store - how should your content be stored
for the long term?
 Protect - what steps are needed to protect
your digital content?
 Manage - what provisions are needed for
long-term management?
 Provide - how should your content be made
available over time?
Why select content to
preserve?
Log jam on the St. Croix River, 1886
Wisconsin Historical Society WHi-2364
● Cost: storage may be cheap,
management is not…especially over
time
● Discovery and dissemination
services: scale, scope, performance,
sustainability
● Quality of content may be variable
● Matching mission to content
Why select content to
preserve?
Basic Steps
 Review your potential digital
content (go back to inventory)
 Define - then apply - selection
criteria
 Document (and preserve)
selection decisions
 Implement your decisions
(Store, Protect, Manage, and
Provide modules)
Picking fruit
Wisconsin Historical Society WHi-67733
What criteria should be used to
select digital content for preservation?
Postal workers sorting mail, 1955
Wisconsin Historical Society WHi-36392
Selection Criteria
 Mission: Scope of Collections, Collecting
Policies
 Records retention manuals/policies (internal
or externally mandated)
 Legal & ethical requirements (professional
bodies; your stakeholders; future users)
 Uniqueness (only source or preserved
elsewhere? Avoid duplication)
 Value (historical, evidential, can’t
reproduce?)
Practical Considerations
Stop if or when the answer is NO
● Content
– Does the content have long-term value?
– Does it fit your scope and mission?
● Technical
– Is it feasible for you to preserve the
content?
● Access
– Is it possible to make the content
available?
– Are you the only holder of this content?
Setting Priorities
Ask yourself which digital content is
● most significant to your organization?
● most extensive?
● most requested/used?
● easiest?
● oldest?
● newest?
● mandated?
● at risk?
Include Creators in the
Process
● Communication is key, particularly when
content comes from external creators
● Keep content creators in the conversation
● Arrange a convenient time for them to
talk about your preservation plans
● Identify list of materials to review with
them
● Document the results and send them a
copy
Selection Documentation
Supplement your inventory with more
detailed information about the material
you plan to preserve over the long term.
 Use
◦ What’s the lifespan of the content?
◦ Will its value/use change over time?
◦ Retention period
Access and rights
 Access
◦ How will the public access the content?
◦ Is access restricted? How? For how
long?
 Rights
◦ Who owns the rights to preserve and
disseminate?
Prioritizing
 Data criticality
◦ Is it only in digital form? Do we hold the
only copy?
 Business/mission criticality
◦ If we lose it, what’s the damage to our
reputation? How will it impact our
function or services?
Goals/Outcomes
• Expanded inventory of content to
preserve
…and what you can delete (gray areas
identified)
• Agreements with content creators e.g.
submission agreements, retention
schedules
• Well-defined and documented selection
criteria, policies and procedures
• Better understanding of content for
future planning and growth
Greater knowledge = greater control!
Identify and Select in Practice
“You’ve Got to Walk Before You Can
Run: First Steps for Managing Born-
Digital Content Received on Physical
Media”
Ricky Erway, OCLC Research
http://www.oclc.org/content/dam/researc
h/publications/library/2012/2012-06.pdf
Four Essential Principles
 Do no harm
 Don’t do anything that prevents future
action and use
 Take action
 Document what you do
A Typical Scenario
Digital materials on physical media
(CDs, flash drives, floppy disks, etc.)
have been stored along with other
collection materials without having been
copied, preserved, or made accessible.
Inventory
1. Survey your holdings
2. Count and describe digital media within
collection
3. Remove media from collection (retain
order with photographs or separator
sheets)
4. Assign inventory numbers
5. Calculate amount of data
6. Re-house physical media in suitable
storage
Select
Prioritize for further treatment (e.g.
migration, online access) based on:
 Significance and use of overall
collection
 Danger of loss of content
(degradation)
 Replication in analog form
 Value of digital vs. analog format
 Quantity of digital content
Questions?
Sarah Grimm (WHS)
sarah.grimm@wisconsinhistory.org
Emily Pfotenhauer (WiLS)
epfotenhauer@wils.wisc.edu

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Managing Digital Content Over Time: Identify and Select

  • 1. Managing Digital Content Over Time Sarah Grimm, WHS Emily Pfotenhauer, WiLS Slides and handouts: recollectionwisconsin.org/waal2013 Supported by WHRAB
  • 2. Managing Digital Content Over Time: Identifying Content Supported by WHRAB
  • 3. DPOE Mission The mission of the Digital Preservation Outreach and Education (DPOE) program of the Library of Congress is to encourage individuals and organizations to actively preserve their digital content, building on a collaborative network of instructors, contributors, and institutional partners.
  • 4. Six Training Modules  Identify - what digital content do you have?  Select - what portion of that content will be preserved?  Store - how should your content be stored for the long term?  Protect - what steps are needed to protect your digital content?  Manage - what provisions are needed for long-term management?  Provide - how should your content be made available over time?
  • 5. What is Digital Content?  Digital content is any content that is published or distributed in a digital form, including text, data, sound recordings , photographs and images, motion pictures, and software. ◦ Digital materials created from analog sources ◦ Born-digital content  Digital materials you currently have or create – or expect to have – that you want to preserve.
  • 6. What’s the Problem?  Increasing amounts of digital assets are arriving on our doorstep  The digital assets arrive in all formats and on all formats  Time sensitive - the longer we wait or the longer our donors wait the increased chance that something will be unreadable
  • 7. Digital Reality in 2013  Everyone is ◦ creating digital content ◦ distributing digital content ◦ using digital content  And we are responsible for managing digital content now or expecting to in the near future
  • 8. What are the Challenges? Who takes the lead? What can I do? Where do I start? The impediments Too complex (I don’t understand...) Too daunting (I don’t have time...) Too technical, etc. (Computers scare me...)
  • 10. Digital Preservation Digital preservation combines policies, strategies and actions to ensure access to reformatted and born digital content regardless of the challenges of media failure and technological change. The goal of digital preservation is the accurate rendering of authenticated content over time. Working group on Defining Digital Preservation, ALA Annual Conference, 6/24/2007
  • 11. Why Do We Identify Content?  Not all digital content can or should be preserved  Preservation requires an explicit commitment of resources  Good preservation decisions are based on an understanding of the possible content to be preserved
  • 12. First Steps • Identifying content is a first step to planning for current and future preservation needs • Ask: what content do I have, will I have, might I have, must I have? An inventory is the best way to identify what content you have now – and raise awareness in your institution.
  • 13. Does your institution have an inventory of your digital content?
  • 14. If not, do you need permission to begin an inventory project?
  • 15. Inventory Considerations  Inventory content more important than style and format  Inventory results should be: ◦ Documented: an inventory should actually exist ◦ Usable: use a simple format to sort, list, etc. ◦ Available: accessible to others ◦ Scalable: content will be added during Select ◦ Current: update periodically
  • 16. Inventory Tips  Don’t let implementing the software become the focus.  Use software you know and have available  Stick with a single format; don't change once you've decided on it.  Be consistent, comprehensive, and concise
  • 17. How Much Detail to Include  Inventories can be general to detailed  Determine appropriate level of detail for you  Factors in determining level of detail: ◦ Extent of content to be inventoried ◦ Nature & location of content ◦ Resources available to complete inventory ◦ Timeframe & deadlines for completion
  • 18. What Do You Have?  Identify collections of digital materials.  Provide a brief title and description  Estimate growth over time ***
  • 19. Who Manages It?  Department – currently managing the collection/digital content  Staff – primary people responsible  Creator (Internal or External) – who created the digital content
  • 20. What does it consist of?  Medium (6cds, 1 hard drive)  Extent = Format + Amount (600 .pdfs, 30 .doc)  File Size – (MB, GB, TB) http://www.csgnetwork.com/memconv.html
  • 21. Date Considerations Inventories should note: • Date of inventory and updates to it • Dates associated with the content (18721901) • Date of files – created or modified (2009) • Date received – if relevant / possible (2010)
  • 22. Content Location Locations of content are important : • List primary locations (Network drive location, Storage device, Bob’s shelf • List locations of all backups/copies (CDs in the storage room, weekly backup tapes) Remember to change locations as content moves
  • 23. Analyze the Results When the inventory is complete, ask yourselves what digital content ◦ do we have that we didn’t know about? ◦ should we be keeping that we aren’t now? ◦ will we create or likely acquire in the future? ◦ are we required to keep? ◦ do we need to review?
  • 24. Goals  Identify potential digital content you may need to preserve  Treat the inventory as a management tool that grows as your preservation program grows  Use it as a planning tool – e.g., to prepare staff, training, annual growth  Use as a basis for acquiring content, defining submission agreements, plans
  • 25. Managing Digital Content Over Time: Selecting Content to Preserve Supported by WHRAB
  • 26. Six Training Modules  Identify - what digital content do you have?  Select - what portion of that content will be preserved?  Store - how should your content be stored for the long term?  Protect - what steps are needed to protect your digital content?  Manage - what provisions are needed for long-term management?  Provide - how should your content be made available over time?
  • 27. Why select content to preserve? Log jam on the St. Croix River, 1886 Wisconsin Historical Society WHi-2364
  • 28. ● Cost: storage may be cheap, management is not…especially over time ● Discovery and dissemination services: scale, scope, performance, sustainability ● Quality of content may be variable ● Matching mission to content Why select content to preserve?
  • 29. Basic Steps  Review your potential digital content (go back to inventory)  Define - then apply - selection criteria  Document (and preserve) selection decisions  Implement your decisions (Store, Protect, Manage, and Provide modules) Picking fruit Wisconsin Historical Society WHi-67733
  • 30. What criteria should be used to select digital content for preservation? Postal workers sorting mail, 1955 Wisconsin Historical Society WHi-36392
  • 31. Selection Criteria  Mission: Scope of Collections, Collecting Policies  Records retention manuals/policies (internal or externally mandated)  Legal & ethical requirements (professional bodies; your stakeholders; future users)  Uniqueness (only source or preserved elsewhere? Avoid duplication)  Value (historical, evidential, can’t reproduce?)
  • 32. Practical Considerations Stop if or when the answer is NO ● Content – Does the content have long-term value? – Does it fit your scope and mission? ● Technical – Is it feasible for you to preserve the content? ● Access – Is it possible to make the content available? – Are you the only holder of this content?
  • 33. Setting Priorities Ask yourself which digital content is ● most significant to your organization? ● most extensive? ● most requested/used? ● easiest? ● oldest? ● newest? ● mandated? ● at risk?
  • 34. Include Creators in the Process ● Communication is key, particularly when content comes from external creators ● Keep content creators in the conversation ● Arrange a convenient time for them to talk about your preservation plans ● Identify list of materials to review with them ● Document the results and send them a copy
  • 35. Selection Documentation Supplement your inventory with more detailed information about the material you plan to preserve over the long term.  Use ◦ What’s the lifespan of the content? ◦ Will its value/use change over time? ◦ Retention period
  • 36. Access and rights  Access ◦ How will the public access the content? ◦ Is access restricted? How? For how long?  Rights ◦ Who owns the rights to preserve and disseminate?
  • 37. Prioritizing  Data criticality ◦ Is it only in digital form? Do we hold the only copy?  Business/mission criticality ◦ If we lose it, what’s the damage to our reputation? How will it impact our function or services?
  • 38. Goals/Outcomes • Expanded inventory of content to preserve …and what you can delete (gray areas identified) • Agreements with content creators e.g. submission agreements, retention schedules • Well-defined and documented selection criteria, policies and procedures • Better understanding of content for future planning and growth Greater knowledge = greater control!
  • 39. Identify and Select in Practice “You’ve Got to Walk Before You Can Run: First Steps for Managing Born- Digital Content Received on Physical Media” Ricky Erway, OCLC Research http://www.oclc.org/content/dam/researc h/publications/library/2012/2012-06.pdf
  • 40. Four Essential Principles  Do no harm  Don’t do anything that prevents future action and use  Take action  Document what you do
  • 41. A Typical Scenario Digital materials on physical media (CDs, flash drives, floppy disks, etc.) have been stored along with other collection materials without having been copied, preserved, or made accessible.
  • 42. Inventory 1. Survey your holdings 2. Count and describe digital media within collection 3. Remove media from collection (retain order with photographs or separator sheets) 4. Assign inventory numbers 5. Calculate amount of data 6. Re-house physical media in suitable storage
  • 43. Select Prioritize for further treatment (e.g. migration, online access) based on:  Significance and use of overall collection  Danger of loss of content (degradation)  Replication in analog form  Value of digital vs. analog format  Quantity of digital content
  • 44. Questions? Sarah Grimm (WHS) sarah.grimm@wisconsinhistory.org Emily Pfotenhauer (WiLS) epfotenhauer@wils.wisc.edu